Description
Administrative Assistant- Grants Admin
Your Role:
Duties include gathering of materials related to proposal preps and subcontract submissions. Entering ePAC submissions and eProcurement review.
Provides administrative support of an area's activities with occasional guidance. Responds to customer needs by consulting with others as appropriate or by following established guidelines. Organizes flow of daily operations to ensures service priorities are met.
This position will support both pre and post award grant functions, such as grant proposal preparation and submission, subcontract requests, post award reporting and analysis, procurement review and submission, and responsible for updating Other support for Radiology faculty.
KEY RESPONSIBILITIES: - Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.
- Compiles, coordinate and assist in the collection, processing and submission of data.
- Prepares reports and other documentation as requested by area.
- Creates and maintains accurate documents and records.
- The responsibilities listed are a general overview of the position and additional duties may be assigned.
Department/Unit Summary:
The Department of Radiology, along with the Vanderbilt University Medical Center, operates at the global crossroads of teaching, discovery and patient care, and we are a team of people striving to make a positive impact in the world.
Our mission is to design and apply technology that benefits patients and to cultivate leaders.
Patient Care: We serve our patients with the best, most advanced care.
Education: We train our students, residents and fellows to become future leaders.
Research: We produce radical medical breakthroughs and generate imaging advancements for personalized medicine.
We understand that in order to meet our goals, we must make diversity and innovation top priorities. By embracing diversity and inclusion, we are able to bring together a team of leaders and trainees with varied skill sets, perspectives and experiences. A diverse team is best equipped to foster the innovation that will meet today's greatest unmet challenges in healthcare
Discover Vanderbilt University Medical Center:
Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity -- of culture, thinking, learning and leading -- is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
TECHNICAL CAPABILITIES:
CLERICAL/ADMINISTRATIVE (NOVICE): - Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
CALENDAR MAINTENANCE (NOVICE): - The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
DOCUMENT MANAGEMENT (NOVICE): - The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
DATA VERIFICATION (NOVICE): - The ability to verify data in an accurate manner.
FINANCIAL PROCESSES (FUNDAMENTAL AWARENESS): - Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
HUMAN RESOURCES POLICIES AND PROCEDURES (FUNDAMENTAL AWARENESS): - Knowledge, adherence and application of human resources policies and procedures.
CORE ACCOUNTABILITIES:
- Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.
- Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.
- Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.
- Team Interaction: Provides guidance to entry level co-workers.
CORE CAPABILITIES:
SUPPORTING COLLEAGUES (S2):
- - Develops Self and Others: Continuously improves own skills by identifying development opportunities.
- - Builds and Maintains Relationships : Seeks to understand colleagues priorities, working styles and develops relationships across areas.
- - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.
DELIVERING EXCELLENT SERVICES (S2):
- - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.
- - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns tosupervisors in a timely manner.
- - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.
ENSURING HIGH QUALITY (S2):
- - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.
- - Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.
- - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
MANAGING RESOURCES EFFECTIVELY (S2):
- - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
- - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.
- - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.
FOSTERING INNOVATION (S2):
- - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
- - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
- - Adapts to Change: Embraces change by keeping an open mind to changing plans and incorporates change instructions into own area of work.
